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checks at upload: security, duplicates

  • 10 December 2021
  • 2 replies
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O
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Hello,

are there any ways to perfom some checks to maintain the safety and quality of DMS content?

  • security related: make sure that before saving a document into the database, it’s free of any virus and any malicious content
  • quality related: when there are many documents, it can be complex for users to check if the document they upload already exists and could be connected, or should be created. It’s far more quick and easy to upload the document. Are there any embedded features to search for potential candidates? There are DMS engines performing this kind of check.

 

Thanks

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Best answer by Mathias Dahl 12 December 2021, 23:59

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Mathias Dahl
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Hi,

 

None of those features are available right now. We're looking into adding virus scanning for the next release of IFS Cloud however. Stay tuned for news about that in the coming months.

As for your second question, it's interesting that it's the first time I hear about this request. Can you share some more details about the use cases and also, if you know it, details about this feature being available elsewhere? Is the feature relying on similarity in file names or titles entered by the user, or is the content scanned and compared against already checked in documents? Or all of the above?

I guess the latter feature could be something you also run after the fact, so to speak, looking for duplicates and letting some admin taking care of it manually based on the findings.

You might be able to pull off both requirements by using document macros, custom events or even a proper mod/customization, but that would require a bit of work. Possibly others have already tried.

Thanks!

 

 

/Mathias
O
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Hello Mathias, thanks for the quick reply.

About duplicate detection, it was asked for some time ago by a prospect during a RFP since they had large, distributed, project teams and it was quite common for them to save key documents (which was including pictures, videos...) and mails exchanged with customer on shared folders. Their concern was that these documents are quite big and if you take dozens of photos, or several vidoes during a review of a contract, it can be difficult to check manually for duplicates.

It can be addressed by a rigorous upload process, or as you mention by a periodic cleansing job which would have to handle detection of duplicates and suggesting fixes to some admin (e.g. move connections from duplicate doc to main doc and remove duplicate). There might be some tricky situations (ex: duplicating a specific document might be a workaround to provide access to a same document for two group of users with mostly distinct accesses, without having to restructure document visibility ).

Best regards

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